Privacy Policy

Privacy Policy

PROFESSIONAL FEE PROTECTION LIMITED (”We”) is committed to protecting and respecting your privacy.
This privacy policy explains when and why we collect personal information about people who visit our website, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We may update this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using the website www.pfponline.com, you’re agreeing to be bound by this Policy.

PFP, the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA 2018)
PFP is following the GDPR guidelines and the requirements of the DPA 2018 on how to collect, store, use and share personal data (i.e., how we ‘process’ personal data).

Who are we?
Professional Fee Protection Limited, a Company registered in England under Company No. 09569634.  Our Registered Office is PFP House, 5 Sylvan Court, Southfields Business Park, Basildon, Essex, SS15 6TH. We act as a Data Controller when we process your personal data.

How do we collect information from you?
We obtain information about you when you use our website (for example, when – amongst other things – you register to use our site), subscribe to our services or products, voluntarily enter a survey, negotiate or discuss our products and services with us and when you report a problem with our site.

What type of information is collected from you?
The personal information we collect might include your name, company name, company address, email address, telephone number, IP address, and information regarding which www.pfponline.com web site pages are accessed and when. If you book space at an event organised by ourselves using our website, your card information is not held by us, it is collected by our third-party payment processor, which specialises in the secure online capture and processing of credit/debit card transactions, as explained below.

With regard to each of your visits to our site we will automatically collect the following information:
• Anonymous technical information gathered by ourselves, including the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
• Anonymous technical information gathered by Google Analytics. The exact nature of this often changes, so please refer to the Google Analytics support site for details;
• Identifiable information includes your email address if you sign up for our newsletter, and any phone number or email address used to contact us.
• Uses made of the information

How is your information used?
We may use your information to:
• carry out our obligations arising from any contracts entered into between you and us and to provide you with the information and services that you request from us;
• provide you with information about other services we offer that are similar to those that you have already purchased or enquired about and are relevant to your business;
• provide you with information we feel may interest your business.
• notify you about changes to our service;
• ensure that content from our site is presented in the most effective manner for you and for your computer.

Information we collect about you.
We will use your information to:
• to provide our service to (and therefore perform our contract with) you;
• to contact you in relation to our services where it is in our mutual interests to do so;
• to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
• to improve our site to ensure that content is presented in the most effective manner for you and for your computer;
• to allow you to participate in interactive features of our service when you choose to do so;
• as part of our efforts to keep our site safe and secure;
• to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;
• to make suggestions and recommendations to you and other users of our site about services that may interest you or them.

We are legally required to hold some types of information to fulfil our statutory obligations (for example, refunds). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Mailings
Any client lists received by Professional Fee Protection Ltd in whatever format will be used solely for the purpose of writing to clients in relation to an agreed mailshot and PFP stress that all information is treated in the strictest confidence and for use with your mailshot only. We do not release these details to any outside agencies whatsoever. Any data held for the purposes of mailings are held upon servers located within the United Kingdom. Should your firm be eligible to use the ‘PFP Online Portal’ (where available) your firms registered users will be able to maintain control of the client data used for any client mailing to enable you to view, manage or delete such data from our Portal. All other client data provided to us for the purpose of the client mailshot in whatever form will be deleted from our servers on completion of the mailshot.

Insured or subscribed clients
Any client lists received by Professional Fee Protection Ltd in whatever format will be used solely for the purposes of administering your scheme.
Data may be shared with underwriters and parties involved in the course of administrating any insurance contract.

Who has access to your information?
We will not sell or rent your information to third parties.

Third Party Service Providers working on our behalf:

We may pass your information to our third-party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to send you mailings). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.

In the event that we sell or buy any business or assets, we will disclose your personal data to the prospective seller or buyer of such business or assets.

If Professional Fee Protection Limited or substantially all of its assets are acquired by a third party, personal data held by it about its customers will be one of the transferred assets.

We will share your personal data if we are under a duty to disclose or share it in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of Professional Fee Protection Limited our customers or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection.

Introducer responsibilities under GDPR.

For the purposes of this privacy statement an ‘Introducer’ can be defined as the accountancy firm or broker introducing either a fee protection policy (in the case of a 'client insured' scheme) or who operates a 'practice insured' scheme whereby clients are invited to join the introducer’s 'service'. These notes should be viewed as information only and not represent legal advice. You should seek advice from, for example, a solicitor or compliance consultant where necessary in the implementation of your own privacy policy. It will be the responsibility of the introducer to ensure that their clients are informed that the client’s data may be shared with third parties, including PFP. A suitable privacy policy should be employed to inform clients of this. Introducers are ultimately responsible for their own compliance.

In the case of your scheme with PFP you can potentially view the sharing of such client data as being on a ‘Performance of a contract’ or ‘Legitimate interest basis’.

  • Performance of a contract - When will this basis apply?
    This basis will allow you to process data in providing your service (so performing your contract) when arranging, amending or renewing an insurance arrangement. In the case of your scheme, this will include information processed by yourselves and PFP in administering either your or your clients' policy and any claims submitted to PFP.
  • Legitimate interest basis - When will this basis apply?
    This basis may allow the processing of personal data without consent where there is a compelling justification for processing personal data. In the case of the marketing of the scheme to your existing clients there is a potential benefit to your client – individuals must have an opportunity to opt out.

Your choices
You have the right to ask us not to process your personal data for marketing purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at Info@pfp.uk.com
Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third-party site, or if you click on a link in our site that takes you to another third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the policy of that third-party site.

Individuals Rights
Your clients have rights under GDPR regulations to request that data is handled appropriately should the client request changes to their data.
We will be prepared to comply with these regulations and handle requests from you so that the data we hold is also in compliance.
• Right to rectification –update client information.
• Right to be forgotten – After receiving a request to be forgotten, data will be permanently deleted or anonymized.
• Right of portability – We will export data so it can be transferred to a third party.
• Right to object – At any time, individuals may object to data being used.
• Right of access – A data access request can be submitted to show what data we hold.

Security precautions are in place to protect the loss, misuse or alteration of your information. When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information (such as credit or debit card details) is encrypted and protected with the following software 128 Bit encryption on SSL. When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer.

Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Profiling
We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively. We may also use your personal information to detect and reduce fraud and credit risk.

Use of 'cookies'
Like many other websites, www.pfponline.com uses cookies. 'Cookies' are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to store your country preference. This helps us to improve our website and deliver a better more personalised service.
It is possible to switch off cookies by setting your browser preferences. Turning cookies of may result in a loss of functionality when using our website.

Email newsletter
If you choose to join our email newsletter, the email address that you submit to us will be used by our mailing software, Active Campaign which provides us with email marketing services.
Your email address will remain in our mailing database for as long as we continue to undertake email marketing or until you specifically request removal from the list. You can do this by using the unsubscribe links contained in any email newsletters that we send you or by requesting removal via email to info@pfp.uk.com 
When requesting removal via email, please send your email to us using the email account that is subscribed to the mailing list.
If you are under 16 years of age you MUST obtain parental consent before joining our email newsletter.

Payments for events or services made via the website

If you are invited to make a purchase via the website  for events, products or services then you will be directed towards a specialist third party payment processor to arrange payment.

We operate an Ecwid e-commerce (www.ecwid.com) storefront which will display the product selection options.

Ecwid will collect data to enable the transaction for the product such as your name, company name, company address, email address, telephone number, IP address, and information regarding which site pages are accessed and when. By using the Ecwid platform you are bound by their privacy policy. For information on their policy please visit www.ecwid.com/eu-privacy-policy.  Payments via this store can be made via PayPal (www.paypal.com ), should you choose to use PayPal as a payment processor you are bound by their privacy policy. Ecwid does not retain your payment card information. For information on PayPal's policy please visit https://www.paypal.com/uk/webapps/mpp/ua/privacy-full

Contact
Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to info@pfp.uk.com

Review of this Policy
We keep this Policy under regular review.

This Policy was last updated 31st May 2018.